f20 Model Constitutionasdas

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model constitutionfor further education students unions


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Model Students Union Constitution and Guide 1

Acknowledgements

With thanks to:

Mark BeaconJohn Offord

Malcolm WaltonRob ShorrockJim DickinsonLyn Hulley


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An introduction from the NUS Vice President, Further Education Union Development:

A new Model Constitution for FE Students Unions

Both the AoC and NUS believe that strong, healthy and vibrant students unions in FE are vital.Their work on democratic participation, representation and student activities make for asuccessful community in colleges.

Within a students union in a modern further education institution, a number of citizenshipdevelopment opportunities arise:

students union elections are high profile events in the college calendar and give studentsexperience of democratic participation in a real yet safe environment literally thousandsof students vote in students union elections each year;

students attendance at a union parliament meeting gives them experience of participatingin debate and discussion around issues inside and outside the college;

the executive and committee officers of a students union often attend meetings andorganise activities which contribute to their skills development;

students unions work with trade unions, health organisations, and voluntary sectororganisations on many issues and these can develop the students wider sense ofcommunity through activities, campaigning and volunteering.

Local students unions are governed by the 1994 Education Act, and this provides the legislativeframework in which a whole college approach to the embodiment of citizenship values within acollege can be explored. A case study outlining the exciting developments at Merton College isincluded in the pack as an example of this approach.

This resource pack gives both students union officers and colleges advice on how to construct orreview a union constitution to meet these requirements and needs, and represents the latest ingood practice and legal advice.


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The AoC/NUSModel Students Union Constitution:

A Guide for Students Union OfficersThe purpose of this section of the pack is to aid anyone who wishes to either:

: write a constitution from scratch: rewrite certain sections of one that already exists

Included in the pack is a guide to students union constitutions and a model document, containingboth articles and schedules, for colleges to adapt and use. The model represents both the latestlegal opinion and an agreement between NUS and the AoC on how best to ensure healthy,

vibrant, democratic students unions.

Please note that the model is only a guide and it will be necessary to look at local conditions first.Contact your NUS Regional Office if you need assistance.

What is a constitution for?

A constitution is a legal document that sets out the activities and procedures of an organisation.There has to be a constitution before the union is recognised by other bodies - particularlycollege governors and NUS.

a. GOVERNORSThe governors are actually responsible for making sure that the college is run in line withgovernment legislation. The college's constitution is in effect a document known as the"Instrument and Articles of Government". A document issued by the Department for Educationand Skills gives guidance on what should be in the articles concerning a students union at thecollege. The wording usually is:-

"Any students union shall conduct and manage its own affairs and funds in accordance with a constitution

approved by the corporation and shall present audited accounts annually to the corporation. No

amendment to or rescission of that constitution, in part or in whole, shall be valid unless approved by the

corporation."

The wording in your own colleges instrument and articles should be similar.

Students unions have a responsibility to make sure they stick to their constitution. If it is brokenthen the governors may wish to pass comment or even take some form of action. Equally, if thecollege tries to interfere in the way students run the union, students should appeal to thegovernors.

For example: a student wishes to stand for union president. The principal sends a memo to theunion saying that the student cannot stand for a number of reasons. The union, therefore, could


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appeal to the governors who would examine the constitution and rule whether or not the studentcould stand.

Any changes the membership may wish to make to the constitution have to be approved by thegovernors. If the changes have been agreed democratically it would be hard to say no. At thesame time, the governors cannot propose their own amendments to the constitution; they do not

have this power as they are not members of the union. The procedure for changing theconstitution will be defined in the amendments section of the constitution.

b. NUSNUS is a voluntary membership organisation comprising a confederation of local studentrepresentative organisations in colleges and universities throughout the United Kingdom andNorthern Ireland that have chosen to affiliate and pay a membership fee. It has nearly 750constituent members (CMs) - virtually every college and university in the country.

NUS is one of the largest student organisations in the world and represents the interests ofaround five million students in further and higher education throughout the United Kingdom. NUS

provides research, representation, training and expert advice for individual students and studentsunions. It deals with over 15,000 welfare enquiries each year and trains over 3,000 students unionofficers.

To be an affiliated to the National Union of Students a students union needs:

: a regular source of income: a democratic constitution

Members need to have indicated, in line with the constitution, that they wish their students union

to be affiliated to NUS. This is a requirement for all types of colleges.

The constitution:

: provides the framework for the running of the union;

: outlines where and how union members can air their concerns;

: shows how the executive commit tee can act on behalf of members;

: defines what the union can or cannot do.

Remember - being a legal document, the constitution protects union decisions provided they werearrived at by the method laid down in the constitution.

Changing the constitution:

NUS gets many enquiries from union officers who are anxious to change their constitution. Theywish to do this for a variety of reasons - most notably "because it doesn't work" or is "out ofdate". It may be that certain committees or posts are no longer needed. Circumstances of theunion may have changed, for example the union may be going through a merger - or it could be


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that the constitution doesn't work because people don't make it work. For example, there maybe provision for a union parliament but it never meets. This does not necessarily mean that thereis no need for a union parliament, but that its role requires clarifying.

When going through any proposed changes to the constitution, make sure they are discussed asthoroughly and as widely as possible. The changes will then need to be passed by the sovereign

body of the union, in our model the union parliament, and then receive approval by the collegecorporation before they can be implemented.

To summarise:

: look at some of the difficulties and problems the students union faces;

: decide whether or not a constitut ional change would solve the problem - or whether it is a

functional/polit ical problem;

: advertise any proposed changes widely and involve the membership in the discussion.

The structure of the constitution:

The constitution is not meant to be a complicated and secret document jealously guarded by theexecutive committee. It is an active document that union members use to raise the issues thatconcern them, or that officers can use to seek members views on certain issues. Either way theconstitution should be as easy to understand as possible. The way it is set out is therefore veryimportant. There should be three sections:

1.The Articles these form the main body of the constitution. They set out what people canor cannot do and define the aims and objects of the union. The notes section of this packexplains the nature of the common clauses.

2.The Schedules - these consist of some sections that require more detail. They are rules thatcover particular areas of the constitution and are usually operational in nature. For example,within the Articles the membership need only know that elections will take place at a certain timefor certain posts. The specific rules and regulations that deal with elections are placed in aschedule so as not to fill the main body of the constitution with unnecessary detail.

3.Appendices - these cover regulations that the membership cannot directly change. They

include the Code of Practice, the opt-out procedure and the union disciplinary procedure.


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The model constitution:

The main content of this pack is a standard constitution that can be incorporated in full or in partinto your students union. The constitution starts from the principle that the students unionshould be easily accessible to the members who wish to participate in activities. The constitutionalso incorporates the necessary requirements of the Education Act 1994 Part II, as well as current

charity legislation.

The model constitution is based on the following decision-making model:

The union parliament

The union parliament is the sovereign body of the students union. It is the top decisionmaking body, save those decisions made by a referendum. The members of the parliamentare elected from constituencies within the college. These constituencies may be based onsites and/or the faculties that students study in.

As well as making policy, the parliament will receive and approve reports from theexecutive officers. They will also approve the unions annual budget and accounts andagree amendments to the unions constitution and rules.

Some parliaments will approve new clubs and societies and confer honorary membershipon individuals.

The executive committee/trustee board

This is the body responsible for the day to day running of the union. They organise

activities and should meet regularly.

In this version of the model we have separated out the executive from the trusteeboard. This is to ensure that the model fits with charity law, where in unincorporatedassociations those in control of the charitys finances would be deemed trustees - this newsection ensures that members of the trustee board are over 18 whilst allowing under 18sto be elected to the executive.

The trustees are responsible for ensuring that the unions assets are used in accordancewith the constitution and policy, as well as current legislation.

The executive officers are usually elected by a ballot open to all students in the college,although some members may be elected by sites. The executive is usually made up of apresident (in some unions this is a sabbatical - a student who takes 12 months off theircourse, and is paid an allowance to work full time for the union) and other officers withportfolios that cover education, recreation, welfare, sports, communications etc.

As well as implementing decisions set by the parliament, the executive will also beresponsible for the strategic direction of the union and promoting the union to students.


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Notes

The following notes explain each clause.

Name and Status

The important point to note here is that the full title of the students union has been defined asthe union. If you use a shortened form or any abbreviations you must always qualify what youmean e.g Association of Colleges (AoC) - don't use the initials (AoC) without explaining them.

Aims and Objects What can the union do?

The aims and objects of the union are the legal limitations on union activities. They are sufficiently

broad to allow the union to undertake all normal students union activities.

It is a good idea to include a clause along the lines of 2.2, and your college may well insist on thereference to independence from political parties and religious organisations in 2.6, but be aware ofwhat this means.

It does not mean that the union cannot fund a political club such as a Labour Club or aConservative Club. It is well established in law that student unions, although charitable, mayprovide funds to such clubs as these further the educational objects of the union.

In addition, the union can form and promote views on student-related political issues such asstudent funding.

Membership Who is in the union?

Some unions have different clauses that denote different levels of membership for different typesof students. It's much easier to have one clause as in the model constitution. However, the unionas it develops may want to extend some form of membership beyond the student body. This isalright provided it is made clear that they have no powers of policy making.

You may find that, for example, a member of staff devotes a lot time and effort into helping run astudents' society (e.g. a member of staff who regularly prints the students union newsletter, orthe member of staff who runs a sports club). As such the students union may wish to reward theperson by giving them honorary membership. It should not, however, be given lightly as it is agreat privilege.

Other members of the college staff may just wish to attend union functions and, as such, shouldbe charged a membership fee for associate membership of the union, thus enabling them to joinindividual clubs and societies (paying the same club membership fee as the ordinary members).


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In this version under 16s are defined in a separate category of membership; this is because the1994 Act was written around organisations of students that formed the generality of students in apost-16 institution. On advice, therefore, under 16s may not participate in elections or be electedto office, and colleges and executive committees will want to ensure that they discuss the bestways of serving this group of students.

You may wish to allow members of other local colleges into your functions, in which case thereciprocal membership clause is needed.

Union Parliament Who decides what the union does?

This clause is one of the most vital; it's the forum for the representatives of the union to air theirviews, as well as being the governing body of the students union. In a number of colleges thephysical make-up of the college ie, a lot of sites spread around a wide area, will mean that holdinga single general meeting of all the students is nigh on impossible. In this scenario the union has to

develop systems of representation that are accessible to the individual student. In this model,although there are elected representatives with voting rights, individual students are allowed toattend and speak.

There are one or two points worth noting:

7 college working days notice allows all part-time students at least 2 to 3 days notice of themeeting, if they wish to attend. It also allows individual students the opportunity to consulttheir reps.

Quorum is the number of people you need for a meeting to take place. Quorums may varybetween 25 members to a half of the membership. Bear in mind the higher the number the

more democratic but it should not be so high as to be unobtainable. The membership of the parliament should be based on the idea of representative interest

groups. This could be on an academic basis, in this case faculties and/or electing people fromeach site. You should choose the system most appropriate to your union.

Executive Committee and Trustee Board Who does the work?

It is important to remember that the trustee board are the trustees of the union and they are allcollectively responsible for decisions that the union makes. They have responsibilities laid down incharity law. We would recommend that you contact the Charities Commission and obtain copiesof booklet CC3 Responsibilities of Charity Trustees. The address is in the NUS Guide.

No person who is under 18 can serve as a trustee. For this reason we have constructed themodel so that there is an executive committeeanda trustee board (who are the trustees andhave to be over 18). This allows students under the age of 18 to be able to participate and holdpositions of responsibility in the union.


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Obviously you should choose posts that will suit the college's needs. Members of the executiveshould have a clear function. You will need to draw up job descriptions for each post, examplesare contained in the schedule to the constitution. The executive should be made up of positionsthat are 'doing' positions, so you should avoid representative posts as such. They should sit on theunion parliament and other committees.

For further information consult your NUS Regional Office on the range of positions which exist.

You will note in clause 5.4 that the model promotes executive committee elections in March eachyear. It is important that these officers are elected during this period for a number of reasons.This will allow one set of officers to be able to handover properly to the new set, thus buildinggreater continuity into the running of the union; it allows the newly elected officers to be trainedthrough NUS; it ensures there is a team of people who can plan and execute an effectivepromotion strategy for enrolment.

Students who are on 1-year courses still have the opportunity to become members of unionparliament.

Clause 5.8 allows for the office of president to be a sabbatical post. A sabbatical officer is anelected officer who takes time off their course to serve the union full-time for a year. They areusually paid an allowance by the union during this period of time. Even if you do not have asabbatical in your union, it is worth building in this clause as it means that you can implement itquickly if money does become available for a sabbatical position. It is important that you state inthe clause that the sabbatical will receive a paid allowance.

Sabbaticals should be treated by the college as students. They will fall under the regulationsrelating to students apart from those relating to courses.

For more information about sabbatical positions contact NUS.

Clubs and Societies

There is no need to go into detail here. It refers the reader to the relevant detail if they want it.

Affiliations to External Organisations

This clause is a requirement of the Education Act 1994 Part II. The model standardises thenumber of students required to trigger a referendum to challenge an affiliation with the arbitraryfigure of 200 members. The legislation specifies a maximum of 5% of the student body, however inmany colleges this is not practical and the clause has been designed in recognition of this.


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Complaints ProcedureWhat to do if you are not happy with the union or its officers

The complaints procedure should be laid down in the code of practice for the students union andincluded as an appendix to the union constitution.

The way to remove officers from their positions should be clearly explained.

If a student officer is removed because of disciplinary reasons then the full appeals process mustbe exhausted before the union can move to a by-election.

Union Finance Money for the union

This is the basic responsibility a students union has in relation to its funds. This clause outlines the

powers that the union has to open a bank account. The details of the signatories to that accountare contained in the finance schedule referred to in the clause. Under the Education Act 1994, thegoverning body has a right to receive a budget, audited accounts and interim financial reports.However, note that their role is one of approval and monitoring. It is not the job of the governingbody to set the budget or decide areas of expenditure.

The financial year is the same as the college financial year.

Minutes Freedom of information

Being a democratic organization, the union needs to make all "government" as open as possible.Placing minutes in the library means that minutes are kept safely and properly filed, as well asbeing in the public arena.

On items which the meeting deems to be confidential, it may be appropriate for the union todevelop a specific code detailing the kind of matters that will not be discussed in public.

Amendments Changing how the union runs

The notice period for constitutional amendments is included in Schedule Three (MeetingRegulations).

The review process every 5 years is a condition of the Education Act 1994 Part II.


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Indemnity

This clause is important as it protects the officers of the union from being held liable for anylosses that the union may incur, as long as they acted constitutionally and responsibly.

The one thing you can't do is indemnify people against illegal actions. As a union you might wantto add a sentence about ultra vires (i.e. doing things that go beyond the aims and objectives of theunion).

Referendum Polling students on their opinions

The returning officer for the referendum will be appointed annually by the union parliament.However, referendums cannot necessarily be planned and it may be difficult for that person to

make themselves available. You may wish to give them the power to appoint a deputy.

Code of Conduct The responsibilities of members

The code of conduct will also contain the disciplinary process as outlined in Appendix Two. Thecode should be developed to incorporate equal opportunities policy, as well as including detailsabout behaviour and what is expected of the student.

Interpretation

Interpretation of the constitution is required whenever a matter arises which is not clearlycovered by the clauses in the constitution. Any ruling made by the president should be put inwriting and stored with the constitution.


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Schedule 1

Elections Schedule How to run elections

This schedule tells you everything that you need to know about running elections in your

students union. It is vital that elections are held in accordance with the constitution and at thetimes stated. The dates for elections should be set at the beginning of the year and you should getthem published in the college calendar.

It is necessary to have voting over a sufficient period of days so that part-time students can vote.Unions that fail to do this could find themselves at the receiving end of a complaint.

The counting system is available from NUS in a guide.

Schedule 2

Clubs and Societies Getting activities going

The Education Act 1994 Pt II requires that the procedure for allocating resources to groups orclubs should be fair and should be set down in writing and freely accessible to all students.

Schedule 3

Meeting Regulations How do union meetings work?

The meeting regulations are rules that you can use to help run your meetings more efficiently.They can certainly clarify matters if there is a point of confusion over what to do next. However,if you are going to use them then you need to make sure that the membership have a copy andunderstand them. This certainly means making sure they have a copy of this schedule orproducing an easy-to-understand guide to meetings.

Schedule 4

Finance Regulations How to control the money

This schedule goes into more detail about the trustee boards responsibilities for administeringthe unions finances. The schedule should allow for the trustee board to take prompt action toprotect the unions assets without having to make constitutional changes.


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Schedule 5

Job Descriptions Who does what?

These outline the roles and responsibilities of all the executive committee positions. Any

additional posts that are created will need to have job descriptions developed.

Appendix One

Opting Out Relinquishing membership

Every student has a right not to be a member of the union if they so choose. This appendixoutlines how this works.

Appendix Two

Disciplinary Procedure

This appendix indicates what happens if students breach union rules or are involved in activitiesthat could bring the union into disrepute. The disciplinary procedure also outlines how officersmay be removed if the student body is not happy with their performance.

Appendix Three

Code of Practice

Clause 22 (3) of the Education Act 1994 (Pt II) requires that there is a Code of Practice in respectof how the union operates that is approved by the college corporation.

If you need any more advice on writing or changing your constitution you can contact:

1. Your NUS Regional Officer (England)

2. Your Development and Training Officer (Scotland and Wales)

3. NUS\USI Convenor (N Ireland)


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Case Study:Merton College

There are two main mechanisms for giving our students a greater role in college decision-making and theincentive to be active citizens in the wider community our two student parliaments and our tutorialprogramme. Why two parliaments? Because the college has two sites, one largely vocational and the other

predominantly academic, we believe it encourages greater participation if each site has its ownrepresentative body. Currently there are 70 young people involved with the parliaments, split about 40/30between the vocational and the academic.

The Principal and senior managers have been very supportive of the parliaments. Senior managers haveaccepted invitations to attend and answer questions on library facilities, refectory prices, term dates, sportsand common room facilities, lockers, toilets and security. The students have won notable victories. Forinstance, student lockers have been installed at our Sixth Form Centre site and a mature common roomhas been opened at our vocational and access studies site.

Taking things a stage further, we now have executive groups of students, elected by the parliaments, whoare playing a more proactive part in college affairs. At present the executive group follows up issues raised

by the parliament, negotiates an action plan with senior management and reports back to the parliament engagement in a political process that represents a genuine taste of active citizenship. Representatives fromthe two student executives sit on the Academic Board and the Corporation

As managers, we need to learn how to let go before the students can play a more proactive part.And, just as they must develop their skills, we need to improve our own to give them the space andopportunity to enjoy an enhanced role.

As a next step wed like to see students giving more of their own ideas on what they would like to seehappening in the college and how far would they want to be involved in management. Current ideas includerunning a summer jobs fair and organising and managing a major end-of-term event, each with budgetaryresponsibilities. Wed also like them to play a larger part in managing the student common rooms.

A very wide range of students have become actively involved in both the parliaments and the executivesinclude students from foundation level, level 2 and level 3 as well as those from English for speakers ofother language courses. Although Ive been particularly pleased with the achievements of this group, thereal measure of success will be if we can involve the more disengaged, many of whom remain scepticalabout college democracy.

Looking to the future, there are some exciting opportunities for the students. Were moving into a five-year rebuilding programme and have started to get student comment on what facilities should be included,even though they wont be here to see the benefits. On specific issues, Id be happy to see the studentstake on board the issue of managing their own students union. And in terms of continuity, Id like to see

the second years inducting the new students into the representative processes of the college.

For more information contactJohn [email protected].


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NUS/AoC

Model Constitution

This constitution shall take effect from [date].. and invalidates all former constitutions of this union.

This constitution shall be subject to review by union parliament and the corporation at least every five years,in accordance with the Education Act 1994.


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Part II of the Education Act 1994 requires institutions to take steps as are reasonably practicableto secure that any students union for students at the establishment operates in a fair anddemocratic manner and is accountable for its finances.

The corporation recognises [name]... Students Union as a democratically run organisation,committed to serving and representing the students of the college. The corporation will

endeavour to ensure that the activities of the union do not contravene the colleges equalopportunities policy nor bring the college into disrepute.

The constitution is a legal document that sets out the activities and procedures of the studentsunion.

It provides a framework for the operation of the students union by:

Defining what the union can or cannot do Indicating how the executive can act on behalf of union members Outlining how members can air their concerns

The constitution is made up of three sections:

Section 1 The Articles

This section defines the aims and objectives of the union as well as setting out what can or cannotbe done.

Section 2 The Schedules

This section gives further operational details in relation to how things get done.

Section 3 The Appendices

This section includes other regulations that the union has to follow.


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CONTENTS

Section 1 : The ArticlesHeading Paragraph

Name and Status 1.0

Aims and Objectives 2.0

Membership of the Union 3.0

Union Parliament 4.0

Executive Committee 5.0

Trustee Board 6.0

Clubs and Societies 7.0

Affiliation to External Organisations 8.0

Complaints Procedure 9.0

Union Finance 10.0

Minutes 11.0

Amending the Constitution 12.0

Indemnity 13.0

Referendum 14.0

Code of Conduct 15.0

Interpretation 16.0


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CONTENTS

Section 2 : The Schedules

One Election Regulations

Two Clubs and Societies

Three Meeting Regulations

Four Finance Regulations

Five Job Descriptions

Section 3 : The Appendices

One Opting Out

Two Disciplinary Procedures

Three Code of Practice


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1.0 Name and Status

1.1 There shall be a students union in the name of . [insert name]. (for the rest of thedocument the organisation will be referred to as the union). The union is anunincorporated association with exempt charitable status.

2.0 Aims and Objectives

2.1 To advance the education of its members and students of the college as a whole.2.2 To represent the interests of its members and act as a channel of communication in

dealing with the college and other bodies.2.3 To promote and protect the welfare of its members.2.4 To promote, encourage and co-ordinate student clubs, societies, sports and social

activities.2.5 These aims and objects shall be practiced without discrimination on the grounds of age,

sex, race, religion, creed, sexual orientation, disability or medical condition, except that

action may be taken to promote equality of opportunity.2.6 The union shall practice the above aims and objectives independent of any political party

or religious organisation.

3.0 Membership of the Union

3.1 All students who are registered at the college, over the age of 16, shall be members of theunion unless they have decided to give up their membership according to the 'Opting Out'regulations, in Appendix One of this constitution.

3.2

Any sabbatical officer shall be a full member of the union.3.3 Registered students of the college under the age of 16 shall not be members of the unionbut may participate in certain activities, as agreed by the executive committee and anyforum for students under the age of 16 and approved by union parliament. Students underthe age of 16 will not be granted an NUS card or a card bearing the NUS logo.

3.4 All members shall be entitled to use the facilities of the union and take part in itseducational, social, sporting and cultural activities. Members shall be allowed to speak andvote at union meetings, to nominate, to stand and to vote in union elections, and to holdoffice in clubs and societies.

4.0 Union Parliament

4.1 The union parliament shall be the supreme decision making body of the union, except for adecision that is made in a referendum. It shall also raise issues that are of concern to itsmembers to the senior management team of the college.

4.2 The membership of union parliament shall be made up of the following categories:i) the executive committeeii) the course representativesiii) the student governor/s.


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4.3 The functions of union parliament shall be to:i) set the policy of the unionii) amend the constitution and schedules as appropriate, subject to the approval of the

corporationiii) instruct and hold accountable the executive committee on their workiv) monitor and discuss the events and decisions of the formal college decision making

bodies and to raise concerns of members to the student governor/s and membersof the senior management team

v) elect delegates to appropriate NUS conferences and councilsvi) approve reports from committees, working parties and the executive committeevii) approve financial reports from the executive committee.

4.4 The first meeting of union parliament shall be held in October and chaired by thepresident. This meeting shall also:

approve the unions annual budget and accounts approve the unions annual report elect the union parliament chairperson

confer recognition on clubs and societies.4.5 An ordinary union parliament meeting shall be called at least once per term by thepresident.

4.6 An emergency union parliament meeting may be called to discuss a particular issue.4.7 All union parliament meetings shall be conducted according to Schedule Three (Meeting

Regulations) of this constitution.

5.0 Executive Committee

5.1 The executive committee of the union shall run the union on a day to day basis according

to the terms of this constitution, its schedules and appendices, relevant legislation and thedecisions that have been made by union parliament and by referendum.

5.2 The executive committee shall be made up of the following major union officers, electedby a secret ballot that is open to all members of the union:

i) the presidentii) the finance officeriii) the education officeriv) the womens officerv) the welfare officervi) the student activities officervii) the entertainments officer

and the following officers elected by a secret ballot of members of the union who areregistered at the appropriate college site:

viii) the centre officer [insert site name] ix) the centre officer [insert site name] x) the centre officer [insert site name]

5.3 The executive committee officers shall be elected in March of each year according to theregulations contained in Schedule One (Election Regulations) of this constitution. They willserve as members of the executive committee from July 1st of that year to June 30th ofthe following year.


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5.4 The role of the executive committee shall be to:i) carry out the decisions made by union parliament and by referendumii) act in the absence of union parliamentiii) act as a channel of communication between members of the union, the college

management, the corporation and other organisationsiv) be responsible for the direction of the union through the implementation and

development of the union strategic planv) establish working groups, where relevant, and to receive any reports from working

groupsvi) liaise with and offer relevant support to any forum for students under the age of 16vii) fulfill specific responsibilities as laid down in Schedule Five (Job Descriptions) of this

constitution5.5 Executive committee meetings shall be called by the president and shall meet at least once

every ten college days. Further meetings may be called by a written request of a majorityof committee members to the president. The chair will be the president or his/hernominee. The chair may only vote in the event of a tie.

5.6 Executive committee meetings shall only take place if there is at least 50% of serving

executive committee members present throughout the meeting.5.7 Any member of the executive committee who fails to attend three consecutive meetings

of the executive committee or union parliament without giving apologies to the president,and does not provide satisfactory reasons acceptable to the executive committee, shall beconsidered to have resigned.

5.8 The president may be a sabbatical post. The postholder shall be paid an allowancedetermined by union parliament and be required to sign an agreement of office. Nomember shall be eligible to stand for and serve more than two sabbatical terms of office.

6.0

Trustee Board

6.1 The trustee board of the union shall be responsible for the financial affairs of the union andshall ensure that any money is spent in accordance with the charitable objects of the union.

6.2 The trustee board of the union shall be made up of all members of the executivecommittee over the age of 18. All members of the executive committee under 18 years ofage shall be observers at any meetings of the trustee board.

6.3 The role of the trustee board shall be to:i) ensure that the union finances operate efficiently and effectivelyii) devise the union budget, which will be subject to the approval of union parliament,

and to ensure that financial reports are made to each ordinary union parliament

meetingiii) prepare the unions annual report detailing the activities of the union, the union

finances, including any donations made to external organisations, and any otherinformation required under current legislation

iv) submit the union budget, annual report and any other information required undercurrent legislation to the corporation for approval.

6.4 Trustee board meetings shall be called by the finance officer and shall meet at least onceevery ten college days (normally following each ordinary meeting of the executivecommittee). Further meetings may be called by a written request of a majority ofcommittee members to the finance officer. The chair will normally be the finance officeror his/her nominee.


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6.5 Trustee board meetings shall only take place if there are over 50% of eligible memberspresent, or at least three trustees present, whichever is greater.

6.6 Any member of the trustee board who fails to attend three consecutive meetings withoutgiving apologies to the president, and does not provide satisfactory reasons acceptable tothe executive committee, shall be deemed to have resigned.

7.0 Clubs and Societies

7.1 Clubs and societies may be recognised by the union parliament provided that they meetthe requirements set out in Schedule Two (Clubs and Societies) of this constitution and donot breach the unions aims and objectives.

8.0 Affiliations to External Organisations

8.1 Any proposal to affiliate to an external organisation shall be approved by union parliament.8.2 The college and members of the union shall be informed of all new affiliations to external

organisations. The notice shall include the name of the organisation being affiliated to andthe affiliation or subscription fee to be paid.

8.3 Details of all affiliations to external organizations, including the names of the organisationsand each affiliation fee paid, shall be included in the unions annual report which shall bemade available to all members of the union and to the corporation.

8.4 In the event of an objection to a current affiliation to any particular external organisation, apetition signed by at least 200 members of the union must be presented to the president.A referendum shall be held on the issue. The referendum shall be carried out in

accordance with clause 14.0 (Referendum) of this constitution. A further referendum onthe same affiliation cannot be called in the same academic year.

9.0 Complaints Procedure

9.1 Complaints about an individual officer, the executive committee or any member of unionparliament shall be dealt with under the complaints procedure contained in AppendixThree (Code of Practice) of this constitution.

10.0 Union Finance

10.1 The union shall receive appropriate funds from the college to enable it to effectivelypursue its aims and objectives. This annual allocation of funding shall be decided by thecorporation at the last meeting of the financial year, on presentation of the unionsestimates for the forthcoming academic year.

10.2 The union, acting through the trustee board, shall be empowered, in pursuit of its aims andobjectives, to open bank accounts in the name of the union, lend monies, invest monies,borrow monies, offer its material assets as security and do all other such things as arenecessary for the prudent conduct of its financial affairs as though it were a legal person.The trustee board in exercising these rights shall be subject to no other restrictions


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except those contained in clause 6.0 and Schedule Four (Finance Regulations) of thisconstitution and any which may be imposed by union parliament.

10.3 The trustee board shall supervise all union finances and ensure that proper books ofaccount are maintained and that these books shall be audited annually by a person qualifiedto undertake audited accounting.

10.4 The trustee board shall be responsible for ensuring that the annual budget, amendments to

the budget, audited accounts and all other short-term financial reports and financialproposals are discussed and approved by union parliament.

10.5 A copy of the unions budget and the audited accounts shall be given promptly to thecorporation each financial year for approval and be made available to all students.

10.6 The financial year of the union shall run from 1st August to 31st July.10.7 The organisation of the unions finances and systems of control shall be contained in

Schedule Four (Finance Regulations) of this constitution.

11.0 Minutes

11.1 At all meetings of the union, minutes shall be taken which shall be circulated and anynecessary corrections made, at the next appropriate meeting. Confirmed minutes shall befiled and made available to all students.

11.2 A copy of the constitution, including any amendments, a copy of the annual report and anyplans for the unions activities, including the budget, shall be made available to all students.

11.3 All meetings of the union shall be considered open to all members of the union. However,the members of the meeting may vote to hold a specific meeting or an item of a meeting asa closed session.

11.4 The regulations for the organisation of union meetings shall be contained in ScheduleThree (Meeting Regulations) of this constitution.

12.0 Amendments

12.1 The union parliament shall be the only body permitted to amend the constitution andschedules. All amendments will be subject to the approval of the college corporationbefore they can be implemented.

12.2 All amendments to the constitution or schedules shall require the support of a minimumof two-thirds of the members present and entitled to a vote at a quorate meeting of theunion parliament.

12.3 The constitution shall be reviewed by the union at least every 5 years from the date of the

current documents implementation and approved by the corporation.

13.0 Indemnity

13.1 Every executive officer and person approved to make decisions of behalf of the union shallbe entitled to be indemnified out of the assets of the union against all losses or liabilitywhich she/he may incur in or about the execution of his or her office or otherwise inrelation thereto; and no officer, appointee or member of staff shall be liable for any loss,damage or misfortune which may happen to or be incurred by the union in the executionof the duties of his or her office or in relation thereto; provided that nothing in this clause


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shall affect their liability for the consequences of any negligent or unlawful act on theirpart.

14.0 Referendum

14.1 A referendum, in which all members will be allowed to vote, shall be held on any issue, ifunion parliament decides by a two thirds majority to call a referendum. The presidentshall call a referendum if they are handed a petition detailing the issue and containing thename, course, union card number and signature of at least 200 students who are members.

14.2 The returning officer shall be responsible for deciding the wording of the question on thereferendum ballot paper.

14.3 The referendum shall be supervised by the returning officer. Polling stations shall be openfor [insert number] college days.

14.4 The arrangements for postal voting shall be the same as those for an election, as inSchedule One (Election Regulations) of this constitution.

14.5 The result of a referendum will take priority over any existing union policy on the same

issue.

15.0 Code of Conduct

15.1 The executive committee shall draw up a code of conduct which shall be approved andamended from time to time by union parliament.

15.2 All members of the union shall be required to adhere to this code, particularly when onunion premises, or attending events organised by the union or its clubs or societies.

15.3 The code of conduct may include restrictions up to and including the unlimited suspension

of any or all of the rights of union membership.

16.0 Interpretation

16.1 In the event of a challenge to the interpretation of any part of this constitution, the rulingof the president shall be sought.

16.2 In the event of a challenge to the president's ruling, following legal advice, the decision shallbe taken to union parliament.

16.3 If a member of the union remains unsatisfied with the ruling of union parliament they mayappeal to the college corporation. The ruling of the college corporation shall be final.


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Schedule one

ELECTION REGULATIONS

This schedule outlines what to do for all elections for all positions in the union. It also outlinesthe procedure to follow if a vacancy occurs in any position.

1.1 Returning Officer

i) The returning officer, who shall not be a full member of the union, shall be appointedannually by union parliament, subject to the approval of the college corporation. Thereturning officer shall be responsible for the good conduct and administration of all unionelections and shall have the sole interpretation of the election regulations. They shall notbe a full member of the union. The returning officer may appoint assistants to supportthem in their duties.

1.2 When elections should happen

i) The returning officer shall ensure that election of the executive committee takes placebefore the end of March each year. Once elected the members of the committee shalltake office from July 1st of that year and shall serve for not more than 12 months.

ii) The dates of elections for executive committee members, a copy of the election timetableand a copy of the election regulations shall be posted on the union notice-boards at least21 college days before the elections.

1.3 Standing for election

i) The members of the executive committee shall be:

the president the finance officer the education officer the womens officer the student activities officer the welfare officer the entertainments officer the centre officer [insert site name] the centre officer [insert site name] the centre officer [insert site name]

ii) All members of the union are eligible to stand for any of the following executivecommittee positions: the president the finance officer the education officer the student activities officer the welfare officer the entertainments officer

No member who has opted out may stand for any position.iii) Only members of the union who are women are eligible to stand for the position of

womens officer.


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iv) Only members of the union registered at a specific centre shall be eligible to stand for theposition of centre officer at that centre.

v) Reopen nominations (RON) shall be a candidate in all union elections.vi) Nomination forms will be available from the returning officer and shall be available from

college reception, the college library and the union office twenty college days before theelection. The nomination form shall contain a copy of the description of the role of each

position in the election. It shall also contain information on the facilities the union willmake available to each candidate.

vii) Members of the union may stand for election upon completion of a nomination formsigned by the candidate and at least one proposer and one seconder.

viii) Nomination forms must reach the returning officer or a person appointed by him/her notlater than 5.00pm on the day, twelve college days before the date of the commencementof the ballot.

1.4 Publicity about the election

i) The returning officer shall produce a list of candidates (together with the proposer and

one seconder) which shall be displayed on the union notice-boards within 48 hours of theclose of nominations.

ii) Candidates may produce a manifesto and a poster to a specification to be determined bythe returning officer, which must be handed in with the completed nomination form.

iii) On receipt of a valid nomination form the returning officer or a person appointed byhim/her shall provide the candidate with an election campaign pack.

iv) The contents of the election campaign pack shall be determined by the returning officer inconjunction with the executive committee.

1.5 Campaigning

i) Candidates may commence campaigning at the close of nominations.ii) A question time session shall be held on at least one main site, at a time and date to be

determined by the returning officer. Any candidate absent from question time withoutapologies to the returning officer shall be deemed to have withdrawn from the election.The length of speeches and responses by candidates to questions shall be determined bythe returning officer who shall also appoint a chair.

iii) Candidates cannot use any communication materials that are not sanctioned by theelection campaign pack.

iv) There shall be no campaigning within the same room as any ballot box.v) The returning officer shall publicise the location and arrangements of the question times

and voting stations, together with a list of candidates and manifestos, ten college daysbefore voting.

1.6 Voting procedures

i) The returning officer shall ensure that all members of the union have access to vote nomatter their place or time of study.

ii) All members of the union shall be able to vote for the positions as outlined in 1.3 (i)except the centre officers who shall be elected by the members registered at that centreand the womens officer who shall be elected by women members only.


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iii) All members of the union may vote on production of a current union membership card orappropriate identification as decided by the returning officer.

iv) A voting paper will be issued to each voter, which shall bear the union stamp. Votes willbe cast in sealed ballot boxes. Voting papers shall bear the name of each candidate and theoffice being contested. There will be a facility for reopening nominations as outlined inclause 1.3 (v).

v) Voting shall be by secret ballot and shall be conducted according to the most recentlypublished edition of the rules for the operation of the single transferable voting (STV)system as set by the Electoral Reform Society.

vi) A postal vote shall be granted to any full member of the union who is unable to exercisetheir right to vote in person.

vii) The returning officer shall publicise the arrangements for postal voting at the time of closeof nominations.

viii) The member must inform the returning officer in writing, at least 4 college days before thebeginning of voting, that they wish to vote by post.

ix) Postal votes will be accepted up until the close of ballot boxes, at the end of the votingperiod.

1.7 Counting and declaring votes

i) The returning officer shall inform the candidates of the time and venue of the count. Thecandidate or their appointed representative may, if they so wish, attend the counting of thevotes as observers only.

ii) The returning officer may be assisted in the count by a number of individuals appointed bythem. The count shall be conducted according to the most recently published edition ofthe rules for the operation of the single transferable voting (STV) system as set by theElectoral Reform Society.

iii) Once the votes have been counted they should be kept for a period of six months in caseof appeals against the result.

iv) Results of the elections shall be declared by the returning officer when the count for eachpost has been completed and any complaint has been resolved to the satisfaction of thereturning officer.

v) A list of successful candidates will normally be posted at each site within one college day ofthe declaration of results. The returning officer should send a copy of the result to unionparliament, the college corporation and the college library.

vi) The results will become official 48 hours after they have been posted provided that nocomplaint has been lodged with the returning officer within 48 hours. In the event of acomplaint being received by the returning officer the results shall be suspended until the

complaint has been resolved.

1.8 Complaints

i) Any challenge or complaint concerning the administration and good conduct of theelection will be heard and determined by the returning officer within 48 hours of such acomplaint being lodged by any full member or the candidate or their nominee.

ii) Any complaint against the conduct or administration of the election should be received bythe returning officer before the start of the count.


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iii) A challenge or complaint during or following the count, must only relate to the conduct ofthe count, and be lodged with the returning officer who shall resolve the complaint within48 hours of it being lodged.

iv) In determining a resolution to the complaint, the returning officer after hearing all theappropriate evidence may not uphold the complaint; or may halt elections for specifiedpost(s) or disqualify specified candidate(s) if, in their view, a candidate(s) has breached

election regulations. The ruling of the returning officer on any complaint shall be final,subject only to a successful appeal to the Clerk to the Corporation, in accordance withclause 3.9.4 of the complaints procedure, contained within the Code of Practice (AppendixThree) of this constitution.

1.9 Election for members of union parliament/course representatives

i) The returning officer shall ensure that elections take placefor members of unionparliament by the end of September. Once elected they shall take office on the [insertdate] October and shall serve for no more than 12 months. In cases where a coursebegins at a different time of year, course reps will be elected at the first available

opportunity.ii) Nominations shall open at the start of the meeting and shallrequire a proposer and

seconder who are members of the meeting.iii) If more that one nomination is received a secret ballot shall be held.

Optional alternative regulations for unions requiring a smaller union parliament:

iv) Members of union parliament shall be elected by a meeting of the course representatives in each

faculty before the end of October.

v) There shall be one representative for each year of study, for each faculty.

1.10 Vacancies for positions on the executive committee

i) If any post on the executive committee falls vacant then a by-election shall be arranged bythe returning officer. Nominations shall open no later then three college days afterconfirmation of the vacancy arising. All other election regulations apply.


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Schedule two

CLUBS AND SOCIETIES

2.0 There shall be clubs and societies of the union.

2.1 Setting up a club or society

i) No club or society may receive funds from the union or use union facilities withoutrecognition in each academic year by union parliament.

ii) To be considered for recognition, the club or society shall lay before union parliament anacceptable constitution, a plan of activities and a list of paid up prospective members inaccordance with the clubs and societies schedule.

iii) No club or society will be recognised if its objects conflict with those of the union.However, this restriction shall not be interpreted so as to prevent the establishment ofpolitical, religious or ethnically based clubs and societies.

iv) Any club or society that wishes to be recognised by the union shall present to the student

activities officer: a list of 10 signatures of members the proposed membership fee a constitution for the club or society to include:

a) the name of the club/society;b) the aims and objects of the club/society (which shall not be contrary to those of

the union);c) regulations relating to membership eligibility to the club/society;d) provision for the election of a committee for the club/society to include as a

minimum a chairperson, a secretary and a treasurer;

e) the responsibilities of the committee;f) provision for general meetings for all members of the club or society;g) provision for an annual general meeting at which an income and expenditure

account shall be presented and approved;h) provision for the union statement on equal opportunities.

2.2 Money for clubs and societies

i) The trustee board shall earmark a sum in the union budget which shall be for grant aid ofrecognised clubs and societies.

ii) To receive funding an eligible club/society shall submit a budget proposal to the student

activities officer. This should be submitted by the end of September.iii) The trustee board shall meet and allocate the funds. Allocations will be made on the basis

of the level of activity in the club/society; the number of members it has and specialequipment and travel considerations. A contingency fund shall be set aside, the value ofwhich shall be determined by the trustee board.

iv) The allocations shall be approved at the first meeting of union parliament of the newacademic year.

v) All clubs and societies shall be given a budget number by the finance officer. Any requestfor expenditure must be approved by the finance officer and paid by cheque.


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2.3 Meetings of clubs and societies

i) The annual general meeting of each club and society shall be held before the end ofOctober of each year. This meeting will elect the club or society committee.

ii) Each club or society should have a minimum of one general meeting per term where all

committee members of the respective club/society should attend, unless reasonableapologies are submitted.

iii) The quorum of each club/society general meetings shall be 50% plus one of the club orsociety membership.

iv) The committee secretary is responsible for arranging the dates of meetings and mustinform the members at least five college days in advance. Agendas should be available twodays in advance of the meeting.

v) Changes to the constitution of any club or society can only be made at a club or societiesgeneral meeting and must be ratified by the executive committee. In cases where theexecutive committee do not ratify the changes, the club or society may appeal to unionparliament.

2.4 Responsibilities of clubs and societies

i) No-one from a club or society may commit either the club or society or the union to anyexpenditure without prior authorisation through the unions budgetary control system.

ii) The club or society shall be responsible for promoting itself during induction week toencourage new membership.

iii) All clubs and societies committees will produce an activities report and the treasurer willsubmit an income/expenditure sheet to the executive committee at the end of each term,following a request from the finance officer.

iv) The club or society shall not hold its own bank account and all its finance will beadministered through the union.v) The club or society shall hold no funds whatsoever outside the union accounts.vi) The chairperson of the club/society shall be responsible for the smooth running of any

social events and activities and shall be responsible for convening of general meetings.vii) The secretary shall be responsible for publicising general meetings, providing agendas and

taking minutes of the meetings.viii) The treasurer shall be responsible for ensuring that all expenditure is legitimate and that it

does not exceed the club or society allocation for that year. The treasurer shall alsoensure that an accurate list of all equipment purchased is kept and all equipment isreturned to the union at the end of the academic year.

ix) The treasurer shall ensure that all income received by the club or society is paid directlyinto the union accounts and that no funds received by the club/society are withheld.

x) The treasurer shall ensure that an income and expenditure account for the previousacademic year is presented to the annual general meeting of the club or society and copiesare sent to the finance officer of the union.

xi) Failure to abide by these regulations and the union constitution may result in suspension ofthe club or society by the executive committee.


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Schedule three

MEETING REGULATIONS

Meeting regulations shall apply in full to all union parliament meetings. They shall apply to allcommittee meetings of the union in terms of conduct of meetings.

3.1 Union parliament

i) The business of union parliament shall be divided into two parts:a) College business: to discuss any matters relating to members as students of the

college associated with their education and other college issues.b) Union business: to discuss all other issues of interest to members of the union.

3.2 Who can attend union parliament?

i) All members of union parliament (see clause 4.2 of the articles of the constitution) will be

expected to attend all meetings of union parliament. Any member of union parliamentwho fails to attend three consecutive meetings without giving apologies to the chair, anddoes not provide satisfactory reasons acceptable to union parliament, shall be consideredto have resigned.

ii) Any full member of the union may attend union parliament meetings in accordance withclause 3.4 of the articles of the constitution. Any individual/s who are not members of theunion who wish to attend must receive permission from the meeting by submitting arequest to the chair. The chair shall then take a vote on whether the individual/s mayattend.

3.3 Who may speak at union parliament?

i) Any full member of union parliament may speak at union parliament.ii) Any full member of the union may attend union parliament and speak with the permission

of the meeting. Members of the college senior management team may attend and speak atthe college business part of the meeting but will not be entitled to speak or attend theunion business part of the meeting unless expressly requested by the meeting. Any otherindividual may attend and speak as a guest, if invited to do so by either union parliament orthe executive committee.

iii) Any member wishing to speak must raise their hand. The chair of the meeting shall decidethe order of speaking.

3.4 Who may vote at union parliament?

i) Only members of union parliament who are present at the meeting may vote.ii) The chair of union parliament may not vote unless the vote is tied, in which case they may

have the casting vote.


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3.5 How to get things done

i) All items for debate shall be submitted to the president five college days before themeeting. Proposals for amendments to the constitution and schedules must be submittedseven college days before the start of the meeting.

ii) All debates shall require the signatures of at least two full union members. These shall beknown as the proposer and the seconder(s).

iii) The president shall be responsible for publication of details of all union parliamentmeetings ten college days before the meeting on union noticeboards and in available unionpublications.

iv) Proposals of changes to debates may be submitted by any full member of the union. Thechanges require the signatures of at least two members and shall be submitted to thepresident two college days before the start of the meeting.

3.6 Who runs the meeting?

i) The president shall be responsible for the agenda and publicising the meeting.ii) The president shall take the chair of the first meeting of the academic year. There shall be

an election for a chairperson and a deputy chairperson at this meeting.iii) In the event of any situation arising not being covered by meeting regulations then the

chairperson shall rule on the procedure to be adopted. Such ruling shall be subject to theapproval of union parliament.

iv) In the event of the chair being in conflict or alleged to be in conflict with the item underdiscussion, the chair should be resigned for the duration of the item under discussion tothe deputy chair.

3.7 What is talked about at meetings?

i) The agenda of meetings shall normally be taken in the following order:a) College business:

Welcome from the chair Checking the minutes of the previous meeting for accuracy Matters arising from the minutes of the last meeting Reports from the senior management team Management question time Education issues

b) Union business:

Checking the minutes of the previous meeting for accuracy Matters arising from the minutes of the last meeting Reports from the executive committee Reports from the trustee board Other reports Executive question time Debates Discussion groups Any other business


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ii) The meeting will have the right to table the following items collectively as a consentagenda provided that written reports and minutes are distributed in advance:

Checking the minutes of the previous meeting for accuracy Matters arising from the minutes of the last meeting Reports from the executive committee Reports from the trustee board

iii) Any member may request that any item be discussed in full, provided that notice is given inadvance of the meeting.

iv) All debates shall be run as follows:

the proposer of the debate shall make a speech any changes to the debate will be raised according to clause 3.8 of these regulations the chair will invite a speech against the debate the chair shall balance the number of speeches for and against the debate the chair shall invite any questions and statements relating to the debate the proposer of the debate shall have the right to sum up the vote shall be taken.

3.8 Changes to the debateshall be run as follows:

any changes to the debate will be raised after the proposer has spoken the chair shall invite and take a speech against the changes the chair shall attempt to balance the number of speeches for and against the changes the chair shall leave time for questions and statements before the vote when all changes have been voted upon, the main debate shall be discussed and voted

upon.

3.9 General rules

i) Every debate shall have a proposer and a seconder.ii) Any motion may only be withdrawn with the consent of the meeting.iii) Debates shall require a simple majority to be decided except where otherwise specified in

the constitution.iv) Emergency debates may only be discussed if they deal with matters that have arisen since

the date for submission of debates, and if a two thirds majority vote for the discussion ofthis debate. The debate should be submitted in writing to the chair before the start of themeeting.


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Schedule four

FINANCE REGULATIONS

4.1 Bank Accounts

i) There shall be a bank account held in the name of the union. There shall be foursignatories to the account:

the president the finance officer the student services manager the finance manager

ii) Cheques shall be signed by either the president or the finance officer,andeither thestudent services manager or the finance manager.

iii) In the case of either the president or the finance officer not being over 18, the executivecommittee shall elect new signatories from amongst the members of the trustee board.

4.2 The collection of all money due to the union shall be the responsibility of the financeofficer, under the supervision of the trustee board, which shall be notified promptly of allmoney due to or owed by the union.

4.3 Limits on payments

i) All expenditure on student activities over 50 shall be approved by the trustee board.Any expenditure over 250 should be approved by union parliament.

ii) The finance officer (or, if under the age of 18, a member of the trustee board elected bythe executive committee) shall have the power to authorise expenditure on activities,goods or services up to 50 provided that such expenditure is ratified subsequently by thetrustee board.

iii) The finance officer (or, if under the age of 18, a member of the trustee board elected bythe executive committee) shall be responsible for the operation of the petty cash accountand shall present a record of transactions once a month to the trustee board.

iv) All invoices for sums over 50 must be approved by the finance committee before theycan be paid.

4.4 Contracts

i) No financial agreement (e.g. a leasing contract) may be entered into which involves a

financial commitment beyond the term of office of the executive committee and/orexceeds a total value of 250 unless authority is given by union parliament.ii) All contracts shall have two signatories. Contracts shall normally be signed by the

president and the finance officer. Any contracts exceeding a value of 250 shall be signedby either the president or the finance officer andeither the student services manager orthe finance manager.

iii) No contract should be signed without the approval by the trustee board.


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4.5 Budgets and financial statements

i) Budgets shall be drawn up for all areas of proposed expenditure in June. These areas shallbe determined by the trustee board, before final approval by union parliament.

ii) The finance officer, under the direction of the trustee board, shall provide union

parliament and the corporation with a financial statement once a term.

4.6 Loan agreementsi) No loan agreement may be entered into which involves a financial commitment beyond the

term of office of the executive committee and/or exceeds a total value of 250 unlessauthority is given by union parliament.

ii) All loan agreements shall have two signatories. Loan agreements shall normally be signedby the president and the finance officer. Any loan agreement exceeding a value of 250shall be signed by either the president or the finance officer andeither the studentservices manager or the finance manager.

iii) No loan agreement should be signed without the approval of the trustee board.

4.7 Security and insurance

i) The union shall be responsible for maintaining proper security at all times for all stock,stores, furniture, equipment, cash etc, under its control.

ii) The trustee board shall inform the executive committee in any case where security isthought to be defective or where it is considered that special security arrangements maybe needed.

iii) The trustee board shall be responsible for ensuring that proper insurance cover is

undertaken, including fire risks, theft, damage and loss etc. of property and employersliability.

4.8 Events

i) All events undertaken or provided by the union must be costed and budgets prepared.ii) Annually, the entertainments officer, in consultation with the president and the finance

officer and under the direction of trustee board, shall draw up a proposed entertainmentsbudget, subject to ratification by union parliament. This shall form the basis of allentertainments expenditure.

iii) Records of all expenditure for events shall be kept. The finance officer shall advise the

trustee board when the limits laid down in the budget set are likely to be exceeded. Theentertainments officer is responsible, under the direction of the trustee board, forensuring that agreed budgets are not exceeded, unless the necessary approval has beengiven before the proposed expenditure.

4.9 Expenses to union members

i) Any member of the executive committee may receive expenses for costs incurred whilston union business.

ii) Any costs incurred for childcare whilst a member of the executive committee is on unionbusiness inside or outside college shall be met by the union.


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iii) Expenses must be authorised by a member of the trustee board, who shall not be theperson claiming the expense.

4.10 Petty cash

i) The petty cash limit shall be 75.00. The finance officer, under the direction of the trustee

board, shall ensure that petty cash stays at or below this limit and that a record is kept ofall advances and expenditure.

4.11 Donations

i) The union shall not make donations or affiliations to any organisation outside the aims andobjectives of the union. The union may allow for its facilities to be used for special eventswhich raise money for a specific charity or cause. Only the net profit from such eventsmay be passed to the charity.

4.12 Any member of the executive committee under the age of 18 shall not sign any contract

or financial agreement, authorise any expenditure, take responsibility for any budget, signcheques or make any financial decisions.


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Schedule fiveJOB DESCRIPTIONS

5.1 The PRESIDENT,who shall be a member of the executive committee, shall:i) be the prime representative of the union and seek to involve as many students in

the union as possibleii) attend the corporation and other relevant college committees, and report back to

the unioniii) lead delegations to NUS annual conference, regional conferences and any area

conference and report back to union parliamentiv) be a cheque signatory to the union bank account, if over the age of 18v) be the prime representative of the union to liaise with the college over any matters

affecting studentsvi) compile a report on his/her activities for consideration at union parliamentvii) meet with the returning officer and ensure that elections happen in accordance

with the union constitution; notify union parliament of the resignation of any union

officer and ensure the union parliament decides appropriate actionviii) participate fully in executive committee meetingsix) maintain all legal documentation relating to the union, including the constitution,

instrument and articles of government, the union code of practice and all legaladvice

x) arrange training for the executive committee following their electionsxi) ensure that all officers of the union compile a written report for each meeting of

union parliament and for wider circulationxii) ensure that a report is presented to the union parliament on the activities of

the union over the previous year. After approval this should be submitted

to the college corporation and logged in the union office and college libraryxiii) ensure that each centre officer compiles a report on upcoming activities for theircentre over the next academic year. This should be presented by the outgoingpresident to the college corporation together with a budget for the activities

xiv) be a member of union parliament and ensure that the decisions made areimplemented

xv) be responsible for publicising all executive committee and union parliamentmeetings, receiving debates and changes for discussion and circulating agendas andminutes to members of the meeting

xvi) act reasonably and prudently in all matters, and in the best interests of the union


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5.2 The FINANCE OFFICER,who shall be a member of the executive committee, shall, under the direction of thetrustee board:i) regulate expenditure of the union in such a way as to maximise union activitiesii) be responsible for ensuring that the union draws up and approves an annual budget

iii) be responsible for the gathering of information on discounts and promoting theseto students

iv) be responsible for petty cash, and present a record of petty cash transactions toeach executive committee meeting

v) present relevant reports to the executive committeevi) present an update of income and expenditure to each meeting of the union

parliamentvii) be a signatory to the union account, if over the age 18viii) in conjunction with the president, ensure that all financial transactions are

legitimate, and the necessary paper work and receipts are kept for all transactionsix) ensure that the union accounts are audited annually, and that they are presented to

the board of governorsx) be responsible for the banking of any money received, and ensure that no more

than 75 is kept in the union office at any timexi) be responsible for paying bills promptly, and for sending out relevant invoices for

money owed to the unionxii) in conjunction with the student activities officer, allocate grants to clubs and

societies and monitor their expenditurexiii) provide guidelines to all budget holders on financial control and planningxiv) carry out other duties as laid down by the executive committee and union

parliament.

xv) be a member of union parliament, and present relevant reportsxvi) act reasonably and prudently in all matters, and in the best interests of the union


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5.3 The EDUCATION OFFICER,who shall be a member of the executive committee, shall:i) in conjunction with the president be responsible for dealing with students

concerns, aspirations and problems in relation to their coursesii) liaise with the welfare officer on the development of the unions welfare strategy

within the collegeiii) in conjunction with the welfare officer meet with the college for the purposes of

monitoring and review of the student charter, complaints, equal opportunities anddisciplinary procedures

iv) meet with departmental heads to develop and maintain a system for the election ofcourse reps

v) arrange training for course representatives in conjunction with NUSvi) maintain contact with course representatives over the year and represent their

views and concerns to the college through the academic board and otherappropriate forums

vii) be a member of the academic board and any other relevant bodies established by

the collegeviii) present relevant reports to the executive committeeix) carry out other duties as laid down by the executive committee and union

parliamentx) be a member of union parliament, and present relevant reportsxi) act reasonably and prudently in all matters, and in the best interests of the union


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5.4 The WOMENS OFFICER,who shall be a member of the executive committee shall:i) ensure that womens views and opinions are reflected throughout the whole of the

unions workii) provide a womens perspective on all matters concerning the union and the college,

and a regular forum/group for women to meet

iii) organise social and educational meetings for women onlyiv) organise training events for womenv) establish, and maintain, contact with and provide information from groups and

organisations which work on womens issuesvi) liaise with the president on the development of the college equal opportunities

policyvii) promote the positive involvement of women in all areas of the student unions

activitiesviii) represent the views of women students to the union and the collegeix) present relevant reports to the executive committeex) carry out other duties as laid down by the executive committee and union

parliamentxi) be a member of union parliament and present relevant reportsxii) act reasonably and prudently in all matters, and in the best interests of the union


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5.5 The STUDENT ACTIVITIES OFFICER,who shall be a member of the executive committee, shall:i) arrange a freshers fair at the beginning of the academic year and a refreshers fair in

Januaryii) develop new clubs, societies and sports teamsiii) liaise with appropriate bodies outside college for promotion and sponsorship of

clubs and societiesiv) ensure that all union resources are fairly allocated to all clubs and societiesv) be responsible for the production of any official union magazine or newspapervi) present relevant reports to the executive committeevii) carry out other duties as laid down by the executive committee and union

parliamentviii) be a member of union parliament and present relevant reportsix) act reasonably and prudently in all matters, and in the best interests of the union


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5.6 The WELFARE OFFICER,who shall be a member of the executive committee, shall:i) liaise with the college over the criteria and distribution of the access and hardship

fundsii) in conjunction with the education officer meet with the college for the purposes of

monitoring and review of the student charter, complaints, equal opportunities and

disciplinary proceduresiii) establish, and maintain, contact with and provide information from groups and

organisations which work on welfare issues; maintain and order stocks ofinformation as required

iv) establish an enquiry service, and advertise its availability on each of the sitesv) deal with, but not counsel, students who have welfare problems, respecting

confidentiality at all timesvi) when necessary, refer students to the college counsellors or other relevant

organisationsvii) attend any relevant training/briefing days for union welfare officersviii) liaise with the education officer on welfare strategy in the college

ix) campaign on, and raise awareness of, welfare issues as agreed by the executivecommittee e.g. debt, safe sex, drug/alcohol abuse, etc; distribute general welfareinformation

x) meet with the student support services section and, when necessary, collegemanagement to assure the quality of services provided by the college to students

xi) consult student services regularly to find out what problems students are having incollege and take account of these when campaign planning

xii) have responsibility for representing students in disciplinary or academic appealscases

xiii) present relevant reports to the executive committee

xiv) carry out other duties as laid down by the executive committee and unionparliamentxv) be a member of union parliament and present relevant reportsxvi) act reasonably and prudently in all matters, and in the best interests of the union

f20 Model Constitutionasdas

Documents

Transcript of f20 Model Constitutionasdas